Stocktaking [home]
When all the required products have been added to the bar you can setup the unit cost price (ex vat) and yield for the product (you will also need to do this for any newly setup products). Any products that are missing information will be highlighted blue.
It is best practice to review the stock levels screen just prior to rollover looking out for blue lines and update the cost prices .
NOTE: any changes to this screen will affect the entire stock value
There are two ways to purchase by category: individual or multiple. Always ensure that the figures are excluding VAT.
Individual
Select the supplier from the list, enter the purchase (delivery) date and reference number from the invoice. Use the tab or enter key x3 to move to the bottom half of the screen. Select either category or 'food purchase' and enter the total cost.. If any suppliers or products are not available, you will need to add these before proceeding.
Multiple
To enter multiple purchases in one go, select multiple and enter all of the details in the same way
As one lump sum
You can also enter the purchases as one lump sum in either of the following ways.
Select the supplier from the list, enter the purchase (delivery) date and reference number from the invoice. If any suppliers or products are not available, you will need to add these before proceeding.
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Invoice
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Each line of the invoice should be entered seperately e.g. do not group together products when entering a purchase
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From the reference field, use either the Tab or Enter key (x3) to move to the bottom half of the screen.
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Type in the first few characters of the product name to filter for the product and select
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Enter the Ext cost (Extended cost is total cost excluding VAT)
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Enter the quantity of unit received
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When each line has been completed, you should look to see whether the purchase cost is orange – if it is you should check to see whether the price change is reasonable (e.g. £3.07 -> £3.17) or not (e.g. £3.07 -> £30.17 or -> £6.14). A large price change should be checked again against the invoice, when we have confirmed that this is correct, we should then tick ‘update costs’. When the purchase cost is grey no action should be taken.
- When all lines have been entered, ensure that the total price matches that of the invoice and that all products that have had price changes have been updated.
NOTE: Prices should not be updated from irregular suppliers e.g. petty cash. Ticking the update costs box for every line will not have a negative effect on the result if the data is correct however we risk not noticing errors when entering pruchases. If the cost has changed by a large amount you should look out for whether it is the correct product chosen, the correct total cost and the correct quantity.
Delivery note
Should only be used when there is no invoice available before rollover.
You can change between invoice and delivery note as required and may want to enter a delivery note if processing an interim stock. It is better to enter an invoice as this allows you to update costs (calculating a more accurate GP and stock value) and makes it easier to spot errors.
- Each line of the delivery note should be entered seperately e.g. do not group together products when entering a purchase
- From the reference field, use either the Tab or Enter key (x3) to move to the bottom half of the screen.
- Type in the first few characters of the product name to filter for the product and select
- Enter only the quantity of unit received - the rest of the data is then assumed from the previous cost price.
This is reverse process of a purchase. You can either enter a credit as a credit value (if you know the cost price) or as a product credit (if you know the quantity). This function can also be used to credit out stock that is transferred to another site (you also need to 'purchase' in the stock at the other site).
The takings entered should be inclusive of VAT, from the time when the stock was last counted until the time of this count and should ideally be entered daily. (eg if the stock is counted at 9am then the revenue later that day should not be included). The best way to enter revenue is to press 'Generate' which will create a date entry for every day of the stock period. By default there are five takings columns, the number of columns should be reduced if we have fewer takings areas.
You can also enter the data week by week in one lump sum or however you have the data available as long as it meets the previous criteria.
An allowance is a way of accounting for receiving less than the normal expected revenue for an item. E.g. if you normally sell a dish at £6.50 yet have them on offer at 2 4 £10 you have an allowance of £3 for every two dishes sold in this way.
When entering an allowance select Add -> Enter the date (enter exact date if available, otherwise any date within the period) -> Select Allowance type -> Amount (the amount of revenue not being received including VAT) -> Extra information (why/the breakdown)
Different sites have different allowances permitted, always check what is permitted. If no allowances are setup, contact Head Office to set these up,
Before counting the stock, you should print off the count sheets from the software. There are several different types of count sheet, you may wish to review them to choose the most suitable one. Normally the super condensed version is preferred
When the count has been completed and totalled up on paper, it is then ready to be entered.
The only field that is editable is the closing field when the number is blue overtype with the new closing stock count.
If an Interim count has been performed and closing stock data is entered, you can use zero closing to remove this.
Particular care should be taken to ensure you have entered in correct units. E.g. packets rather than boxes and vica verca
This is used by our stocktakers to provide a full review of the stock and to highlight areas of concern. For any comments you have regarding the result, or to enter explanations operations report -> next x4